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ARMY MATERIAL COMMAND AMC ARMY CONTRACTING COMMAND ACC MISSION INSTALLATION CONTRACTING COMMAND MICC DIRECTORATE OF CONTRACTING FORT JACKSON SOUTH CAR

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ARMY MATERIAL COMMAND AMC ARMY CONTRACTING COMMAND ACC MISSION INSTALLATION CONTRACTING COMMAND MICC DIRECTORATE OF CONTRACTING FORT JACKSON SOUTH CAR Powered By Docstoc
					             ARMY MATERIAL COMMAND (AMC)
          ARMY CONTRACTING COMMAND (ACC)
 MISSION & INSTALLATION CONTRACTING COMMAND (MICC)

           DIRECTORATE OF CONTRACTING
FORT JACKSON, SOUTH CAROLINA (MICC DOC – FT JACKSON)




                    DESKTOP
         STANDARD OPERATING PROCEDURES

                   JANUARY 2010




                          1                    January 2010
                                 TABLE OF CONTENTS

                     SUBJECT                            PAGE NUMBER
I. Introduction                                               3
II.Mission, Vision, Services                                  3
   MICC DOC Directory
III.                                                          3
IV.Understanding the Contracting Process                     4-7
    (i) Major Elements of the Gov’t Contracting
          Process
    (ii) Determination of Need – Top 4 Steps to
          Success
    (iii) Market Research
V. Purchase Request Submission                              7-9
   (i)     GFEBS Overview

VI. Understanding the Government Purchase                  10-11
    Card Process

VII. Policies & Procedures                                 11-15
     (i)    Contract Action Lead Time (CALT)
     (ii)   Policy on Deficient Requirement
            Packages
    (iii)    Urgent Purchase Requests
     (iv) Sole Source Acquisitions
VIII. ADDITIONAL INFORMATION                               15-17
    (i)      Mandatory Sources of Supply
    (ii)     Brand Name or Equal
    (iii)    Items Requiring Special Attention
    (iv)     Socioeconomic Programs
    (v)      Options
    (vi)     Unauthorized Commitments
    (vii) Process for Ordering Cable
    (viii) Useful Websites and Samples
     (viii) In Closing

                  ATTACHMENTS                        ATTACHMENT NUMBER
Telephone Directory                                          1
Purchase Request Checklists
       * Checklist #1: ALL                                  2
       * Checklist #2: Supplies                             3
       * Checklist #3: Services                             4
       * Checklist #4: Construction                         5
       * Checklist #5: MATOC/BPA                            6
Justification and Approval (J&A) Template                   7
Unauthorized Commitment (UAC) Template                      8
Request for Cable Service Template                          9
Contract Action Lead Time (CALT) Template                   10



                                                 2                 January 2010
I. INTRODUCTION

    This guide is designed to provide our customers with our procurement procedures
for successfully preparing their requirements with the goal of obtaining submission of
quality requirements. It is our goal that through the use of this guide for document
preparation, the Mission and Installation Contracting Command, Directorate of
Contracting, Fort Jackson (MICC DOC – Fort Jackson), will be able to provide better
service in terms of cost, timeliness and quality.

II. MISSION, VISION, SERVICES

    *Mission: In partnership with our customers, provide purchasing and contracting
support through proper planning, quality solicitations and the execution and
management of contracts that meet or exceed expectations while meeting competition
and socio-economic goals, in compliance with Acquisition Regulation and Army Policy.

   *Vision: To be the “Acquisition Center of Choice”, providing innovative, efficient,
and effective business solutions which result in best value goods and services for our
customers. Quality contracts begin with quality requirement packages.

   *Services:

           Contracting for Base Support Services, Construction and Supplies
           Partnering, Acquisition Planning and Contract Management
           Senior Leader Education
           Customer Training (Preparing performance work statements, developing
            independent government estimates, source selection, preparing purchase
            requests, competition, market research, preparing quality assurance
            statements and performance requirement summaries)
                 -Annual customer training seminar
                 -Upon request

III. MICC DOC DIRECTORY

    It’s important that you speak with the person that can provide assistance with your
procurement as quickly as possible. The MICC DOC is comprised of three divisions:
Office of the Director, Contracting Division and Contract Management Division. A
MICC DOC directory is located at Attachment 1 and includes other important contacts
and telephone numbers that you may need to complete your requirement.




                                             3                            January 2010
IV. UNDERSTANDING THE CONTRACTING PROCESS

   (i) Major Elements of the Government Contracting Process

      The figure below shows the major elements of the government contracting
process, which consists of four steps that are accomplished in three phases.




        During acquisition planning, primary responsibility rests with the
        requiring activity. During contract formation and performance, the
        focus shifts to the contracting office. However, both the requiring
        activity and the contracting office have important duties throughout the
        process.


   The following table summarizes the most significant functions that the Government
accomplishes during the three phases.


          Phase I Acquisition         Phase II Contract       Phase III Contract
              Planning*                 Formation*             Performance*

                                                            Initiation of Work &
       Determination of Need       Solicitation of Offers   Modification
                                                            Contract Performance
       Extent of Competition       Source Selection         Assurance

       Source Selection Planning   Reviews & Approvals      Payment &Accounting


                                               4                          January 2010
        Planning for Solicitation                           Contract Closeout &
        Terms & Conditions             Contract Award       Termination

   (ii) Determination of Need – Top Four Steps to Success

        In order to be successful in obtaining the product or service, the Customer must
take full responsibility in the acquisition planning process and development of the
purchase request. Planning and purchase requests should be managed by the
technical experts and/or functional managers responsible for service and delivery
outcomes. Senior Leaders should maintain situational awareness of requirements
development, program management and expiring services. Division Chiefs (05 and
above) must sign Sole Source Justifications and Approvals.




                                       STEP ONE
                         ****** FORCASTING REQUIREMENTS*****
                                   Customer Functions:

      Submit information for early planning to the Contracting Office based on spend
       plans and forecasts’ regardless of availability of funds, by the 2nd Quarter of each
       year. Work with your Resource Managers (DRMs) on approval requirements
       within your unit.
      Identify required test equipment/tooling, software, Government Furnished
       Property (GFP), etc.
      Identify documentation/data requirements:
       o Specifications; and
       o Technical Data Rights.
       o Statement of Work, Quality Assurance Plan, Minimum levels of acceptable
         quality for performance.
       o The Independent Government Estimate (IGE or IGCE)


                                              STEP TWO
                                    ******MARKET RESEARCH******
                                          Customer Functions:

      Conduct market research including contacting other installations with similar
       requirements, explore possible solutions through trade shows and specialized
       journals.
      Insert statement regarding forms of market research and results of findings.
      Contact your counterparts at other installations for information, samples and feed
       back.
      Obtain informational quotes from up to three sources (see below guidance on
       avoiding IMPROPER practices).



                                                 5                         January 2010
                                  STEP THREE
                       ****** CONTRACT PLANNING******
                               Customer Functions

   Identify the overall procurement requirements and associated budget. Describe
    the government’s needs and any constraints placed on the procurement.
   Describe market research results, including previous procurements, related
    requirements, and historical problems as they affect technical issues.
   Work with the contracting office to identify sources, budgeting and funding,
    product descriptions, priorities, allocations, and allotments, contractor vs.
    government performance, management information requirements, government
    furnished property, government-furnished information, environmental
    considerations, security considerations, and milestones.


   Deliverable Quantities/Options: Identify procurement requirements, including
    options, and foreign military sales; prepare the contract line item structure and
    data requirements with the assigned contracting office.
   Write the contract statement of objectives/statement of work
    (SOO/SOW)/specification, project design reviews, acceptance requirements, and
    schedule. Include minimum acceptable quality levels. Site visit hosting, agenda
    and transportation are the responsibility of the Customer. The Contracting Office
    will lead and facilitate.
                                    STEP FOUR
                          ****** Purchase Requests******
                             CUSTOMER FUNCTIONS

   Assure adequate funding and IGEs to support technical requirements.
   Assure adequate technical review and support for Sole Source and Brand Name
    or Equal requests including legal review.
   Assure proper coordination of requirements through Installation Safety,
    environmental and/or other offices as required. (see PR Checklists).
   Prepare PR inputs, as applicable.
    o Section B: Supplies and Services Line Items.
    o Section C: SOW; SOO, PWS, SON, Specifications.
    o Section D: Packaging and Marking.
    o Section E: Inspection and Acceptance. WAWF
    o Section F: Period of Performance or Delivery.
    o Section G: Contract Administration Data.
    o Section H: Special Contract Requirements.
    o Funding Citation.
    o Any applicable justifications and/or waivers.
   Submit PR using procedures applicable in consult with your DRM (including
    GFEBS).


                                           6                             January 2010
    (iii) Market Research: How to help yourself by avoiding improper practices

         The DOC often conducts market research prior to purchasing. However, we
may request you to conduct market research to assist in determining the availability of
commercial items or sources. When conducting market research, be careful not to make
statements that could be construed as a commitment of the Government to any future
action. Additionally, during the course of this research customers should:

        Become familiar with DOD Instruction 5500.7-R, Joint Ethics Regulations

        DO NOT favor nor create the appearance of favoritism of one source over others



        DO NOT release information to sources, either before or during the contracting
         process, which would give a competitive advantage. This includes, but is not
         limited to, details of the requirement, government estimates, and the number of
         competing firms.

        DO NOT ask a prospective contractor to help prepare the specification or SOW
         without a contract to do so. Also, using a vendor's plan or proposal as the basis
         for establishing a government requirement is generally prohibited.

        DO NOT permit a vendor to prepare government estimates.

        DO NOT use prospective contractors’ price estimates as the sole determining
         basis of the Government estimate. Utilize Government sources for estimate
         development.

        DO clarify that the Government's intent is only to seek price and availability
         information, not to make a purchase when obtaining informational quotes or
         obtaining general information.

V. PURCHASE REQUEST SUBMISSION

   Purchase requests for supplies and/or services are normally submitted via GFEBS
   for all customers at Fort Jackson except MECOM. MECOM is schedule to migrate to
   GFEBS on 1 April 2010. Below is an overview of the GFEBS PR instructions.

   (i)      GFEBS PR Instructions:

               Customer log into the GFEBS Portal via AKO (CAC Card)
               Transaction Code: ME51N (Create Pr); ME52N (Change PR); ME53N
                (Display PR Only)
               Select SPS PR from dropdown menu
               In Header text: Type description (you should put as much information as
                possible about the product you are requesting here)
               Click and open Item Overview Section- (if not already open)
               Click in “A” block (A= Acct Assignment cat) Use dropdown menu to select
                – we mostly use K (Cost Center), P (WBS Elements) and F (Internal
                Orders)

                                               7                           January 2010
             Click in short text field and enter short description
             Click in Quantity Field- enter quantity (If purchase request is for service-
              need to type amount of contract here).
             Click in UN Field- select Unit of Measure. (AU for Service-if the unit of
              measure isn’t listed in the drop down menu-select AU and change your
              quantity to the amount of the line item)
             Click in Delivery Date Field- enter delivery date
             Click in Matl Group Field- enter the EOR
             Click in Plant Field- this will always be JCK1 (Fort Jackson)
             Click in PGr Field- this will always be 24C
             Click in POrg Field this will always be ARMY
             ARROW DOWN TO ITEM SECTION
             First screen should be Customer Data Tab
             Enter PIIN (Put contact #here-if you don’t have contact# enter PR
              Number)
             Enter CLIN (make sure you do it as listed on PR)
             Enter SRN (Purchase Requisition Number), Fill these slots with zeros you
              will have to change this when the PR number is automatically generated
              by the computer
             Enter Customer DODDAC- (Your DODDAC)
             CLICK AND OPEN VALUATION TAB
             Enter unit cost of line item under valuation (if this is for service-enter 1)
             CLICK AND OPEN ACCOUNT ASSIGNMENT TAB
             For Orders (F) –Enter correct Internal Order number under Order, for Cost
              center, for Cost Center (K) - enter correct Cost Center, for Projects (P) –
              enter correct WBS element. Click enter
             If delivery date was in the past –a caution message will appear at the
              bottom of the screen-just hit enter again
             If there is only one line item on the purchase request- click save. If there
              are multiple lines- click hold after each line item until complete
             Write the system generated PR# on the PR and/or contract

   Note: Make sure you write the generated PR number down before exiting screen
   you will need it to get back into the system.

   In the section entitled “KO Notes”, provide customer and RM POC name and phone
   number as well as recommended sources.

   The system will time out if no activity is detected for 15 minutes. You will have to
   press ENTER within the 15 time frame to keep from losing everything. Save your
   document often.

      The DOC has developed four (4) checklists to assist you when preparing your
purchase requests. These checklists will ensure that we receive information necessary
to purchase what you need, or coordinate the service you require in a timely manner.
Your assistance in providing this information will expedite the procurement process and
will alleviate unnecessary calls requesting further information or, returning your request
without further action. Please note that Service Contract Approvals are required for all
                                               8                             January 2010
service contracts and exercise of options against Service Contracts. Checklists are
located at Attachments 2-6.


   (i) Submission of SAP (<$100K) Documents at Yearend

       All purchase requests submitted through GFEBS will have a SAP Requirements
(under 100K) Package Checklist (Attachment 2) submitted to DOC Fort Jackson after 1
September. This consists of Checklists 1 and 2 with three informational quotes from
three small business vendors. To see if the vendors you have researched are a small
business, check CCR Registration at www.ccr.gov.

       Requirements greater than or equal to $3,000 which may be purchased on the
Super Card will be returned by the DOC. Customers are advised to ensure they have
cardholders prepared to make end of year purchases using the Supercardholder
Program.

       Because it is possible that DOC personnel are working requirements until
Midnight on the 30th of September, it is highly recommended that every customer with a
requirement at DOC have a duty officer available by phone, who can answer last minute
questions about their requirement up until midnight on the 30th of September. DOC
personnel are not responsible for resolving:

      Poor planning by the customer
      Inadequate Purchase Descriptions ( no specification or performance
       requirements, no color specified, no delivery dates specified, no quantities
       specified, no sizes, insufficient funding etc…)
      Vague/ambiguous requirements resulting in “No Bid”

       Fax SAP Requirements Checklist, statement of work, justification, and any other
pertinent information or supporting documentation to:

                          Pre-Award Team Leader at (803)751-5429

         On your subject line, type “SAP Requirements Checklist for
         PR#____________________”.

                                   E-Mail Instructions

          Email SAP Requirements Checklist, statement of work, justification, and any
other pertain information or supporting documentation to:

                           Colleen.arnold@us.army.mil

          On your subject line, type “SAP Requirements Checklist for
          PR#____________________”.




                                              9                            January 2010
VI.    Understanding the Government Purchase Card Process

       (i) GOVERNMENT PURCHASE CARDS

The Government Purchase Card (GPC) Program is governed by AR 715-xx and Fort Jackson
Standard Operating Procedures. Fort Jackson has approximately 500 to 550 government
purchase card accounts divided between three funded areas, IMCOM, MISSION and ROTC.
Approving Officials and cardholders are required to complete three training certificates and sign
an appointment letter prior to becoming an approving official, alternate approving official or
cardholder. The cards are to be used to purchase supplies, services and some constructions.
Supplies must be a mission requirement which does not exceed $3,000 without splitting the order
and shall not be used for normal supplies requisitions. Services must be a mission requirement
which does not exceed $2,500 and shall not be used for normal service requisitions; rentals shall
not exceed 90 days. Construction requirements shall have written approval from DPW prior to
commitment and shall not to exceed $2,000. All credit card purchases must be fully funded prior
to the execution of a purchase.


       (ii) SUPERCARDHOLDER INFO

Fort Jackson allows each major command to have one active super cardholder with the ability to
charge up to $25,000 on SUPPLIES during the last quarter of each fiscal year. These
cardholders and their approving officials must have additional training prior to receiving an
increase in their credit card single purchase limit. The training is provided during the month of
May each year. These individual are allowed to place orders against mandatory sources or
competed government contracts such as GSA and Army Chess Program contracts to obtain the
best value for the government. Fort Jackson GSA Best Value Determination form must be
completed and signed by the cardholder, resource manager and contracting officer prior to
commitment of buy. Each command can have a second individual trained as backup. However,
the backup individual’s single purchase limit will not be changed to $25,000 unless the
Approving Official notifies the AOPC in writing (email/fax, etc) explaining the change.

      (iii) PAYMENT CARDS VERSUS SUPERCARDS

Payment cards are used to pay for an existing local contract up to $25,000 for cardholders
outside the Directorate of Contracting Office (DOC). Within DOC the cardholders have a single
purchase limit of $100,000 on payment cards. In accordance with the FAR, no cardholder can
have a single purchase limit above $25,000 without a contracting office as the billing/approving
official (BO/AO). These accounts are manually paid by the appropriate DFAS office of the
funds used. Each cardholder with payment cards must completed a spreadsheet for each buy
outlining the contract number, vendor, payment amount, CLIN numbers and the line of
accounting to place the payment against. The BO/AO cannot pay for these payments
electronically. BO/AO must download a copy of his/her statement at the end of the cycle along
with a signature page. The statement with signature page is attached to the spreadsheet provided
by the cardholder and then FAX to the appropriate DFAS Office. The DFAS Office then uses
the spread sheet to apply the payment to the appropriate contract in order to de-obligate the funds
from the contract. If they were paid electronically such as a supercard (which obligates and
pays), then you would have double obligations and one payment.


Supercards are used to pay for supplies up to $25,000 against negotiated contracts, GSA, DLA,
BPA, mandatory sources, etc. These contracts are not funded. They do contain all necessary
                                                 10                                January 2010
clauses, price of items and delivery info, etc. So the card is used as an obligation and payment
instrument at the same time. It is paid electronically through US Bank AXOL program. They
are handled the same as any other payment for supplies on a GPC card.



  (iv) APPROVING OFFICIAL RESPONSIBLITIES

Approving Official’s are ultimately responsible for their respective Government Purchase Card
(GPC) accounts. Therefore, all changes, news and communication are submitted through the
approving official of the cardholders. It is the approving official’s responsibility to forward all
communications to their respective cardholders. The most frequently communications are
update letter, audits and certification of accounts. Direct contact with cardholders (CH) would
be initiated by the CH themselves, whether by phone or email.


      (v) CARDHOLDER RESPONSIBILITIES

Cardholder’s primary responsibilities include making authorized transactions, collecting
and maintaining the required documentation, logging and reconciling transactions, and
obtaining approvals of all transactions made in support of organizational requirements.

      (vi) POINTS OF CONTACT FOR GOVERNMENT PURCHASE CARDS:

Point of contract for Fort Jackson is Andrew McComb, Alternate GPC Manager/AOPC. He can
be reached at 803-751-7969 or emailed at andrew.mccomb@us.army.mil.


VI.    POLICIES AND PROCEDURES

      (i) Contract Action Lead Time (CALT)

        Every year in October, the DOC notifies Customers with our End of Year Cut Off
Dates. In October and November, all Customers are notified in writing of their expiring
services and the items needed to complete their purchase request by a specific date.
Expiring services and options to be exercised are also briefed weekly at the GC
Leadership Meeting. You may request a copy of the Cut Off Letter from our office or
your DRM. For requisition status you may also contact appropriate points of contact on
the DOC Directory at Attachment 1. Detail milestone templates are provided under
Attachment 10. Our goal is to process routine purchase requests within the specified
cycle timeframes as indicated below:

Requirements < $25K                            20 Days after DOC receives proper
                                               purchase request
Requirements $25K to $100K                     30 Days after DOC receives proper
                                               purchase request
Requirements $100K to $5M                      Up to 208 days. DOC Ft Jackson will
                                               contact you within five days of receipt
                                               of your requisition. At this time, we will
                                               work with you to develop a mutually
                                               agreeable milestone plan, and award
                                               the contract in accordance with the
                                               plan.
                                                   11                               January 2010
(ii) DOC Policy on Deficient Requirement Packages (Purchase Requests)

         In the event further information is required to process your requirement, DOC
Fort Jackson will contact the point of contact identified on the purchase request. The
following plan will apply to all requests for information. This plan provides the
buyer/contract specialist and the customer established periods for obtaining necessary
information. This will ensure that DOC has sufficient time to support all customers
without spending undue time on unnecessary follow-up.

      Step One: Day One, requisition contains incomplete information. Contract
       Specialist notifies customer and requests the additional information via e-mail
       with a preferably mutually agreed to deadline.

      Step Two: Two (2) working days later if the information is still not received by
       the agreed to date, Contract Specialist again requests information from the
       customer with a copy to the Division Chief. The late package will be briefed to
       Senior Leaders at the Garrison Commander Leadership Meeting and/or by office
       visit to the cognizant Senior Leader.

      Step Three: Two (2) working days after Step Two follow-up. If customer has not
       provided required information, cancel requisition and send all documentation
       back to customer without further action. Customers should prepare for a break in
       service or realign their delivery requirements to allow for Purchase Request
       corrections and updates.

    (iii) Urgent Purchase Requests

       The Director of Contracting at Fort Jackson is committed to fostering attitudes
and behaviors that support a transparent and ethical procurement system.

         Competition is the cornerstone of the acquisition system. The benefits of
competition are well established. Competition saves money for the tax payer, improves
contractor performance, curbs fraud and encourages accountability for results.
Ineffective management of government purchasing corrodes the standards of the
businesses competing for government work which has ripple effects making our
economy less efficient and less prosperous.

         Non-competitive contracting has more than doubled during the first half of this
decade. In the last three years five federal officials have been convicted of crimes
involving federal contracting. Competition for contracts is to be avoided only if a senior
agency official makes an objective determination that the circumstances are so
urgent, the need so compelling or the requirement so secret that full-and-open
competition is not in the public interest. The courts have ruled that poor planning,
inexperienced staff, failure to develop adequate specifications, personnel turnovers,
excessive backlog of work, and failure to timely project needs/renewals do not justify
sole source procurements

        The Fort Jackson Directorate of Contracting did not meet the Army Contracting
Agency’s annual competition dollar percentage goal of 85% for FY07 and FY08. Any
sole source or urgent requests that prevent competition is strongly discouraged. Such
requests will be heavily scrutinized by the Contract Specialist, the Contracting Officer

                                              12                            January 2010
and the Competition Advisor. Requests over $300K will require legal review. If sole
source trends are observed in any one customer or unit that organization will be flagged
as “high risk” and the DOC will work with Senior Leadership to explore alternatives to
sole source purchase requests.

        All sole source acquisitions over $25,000 will be advertised to industry that will
have the opportunity to challenge the sole source requirement. Our experience is that
our customers cannot support sole source purchase requests when faced with an
industry challenge or protest.

          To avoid competition pitfalls:

       Create tools and spreadsheets to track expiring contracts and options. Review
        them at least quarterly and provide the Contracting Office adequate lead times.

       Follow guidance and be timely with requests from the DOC.

       Include the DOC in requirements planning meetings as much and as soon as
        possible.

       When conducting market research, staff supply personnel should obtain
        informational quotes from at least three vendors.


       (iv) Sole Source Acquisitions

           For that customer who wants to venture into a sole source acquisition, it is
their responsibility to provide logical, cogent and well written support for the action in
accordance with the requirements of FAR Part 6. Requests over 100K should be
reviewed and approved at the 05 or civilian equivalent. This guide provides the latest
format; checklists and guidance for preparing Justifications and Approvals (see
Attachment 7).

           Requesting activities must completely justify, in writing, a request to effect
acquisition on a sole source basis when the requirement is estimated to exceed $2,500.
Sole source justifications are subject to scrutiny by investigatory activities such as the
Army Audit Agency and the General Accounting Office.

          Sole source acquisitions may occur only when the supplies or services
required are available from only one responsible source, and no other type of supplies
or services will satisfy the Army’s needs. Examples of such situations are:

       When MINIMUM NEEDS can be satisfied only by unique supplies or services
        available from only one source or only one supplier with unique capabilities.

       The existence of limited rights in data, patent rights, copyrights, or secret
        processes; the control of basic raw material; or similar circumstances, make the
        supplies or services available from only one source (however, the mere existence
        of such rights or circumstances does not in and of itself justify the use of sole
        source acquisition).

       When DA has determined in accordance with its standardization program that
        only specified makes and models of technical equipment and parts will satisfy the
                                              13                             January 2010
      Army's needs for additional units or replacement items, and only one source is
      available.

      Sole source acquisitions are proper under the following circumstances:

     Unique product. Only one company produces the sought after item. This
      condition is usually based on the fact that the company has proprietary rights in
      the product being bought. Utilization of such a unique product must be the only
      means of performing the function. Such a unique product must be essential for
      the requiring activity’s operation, not merely desirable or nice to have. Therefore,
      the justification must be supported by factual statements as well as the inviolate
      need for that item.

     Unique physical or functional characteristics. Although there are similar generic
      products available, only one manufacturer's product meets all of the minimum
      essential needs for use. In the same manner stated in (1) above, the requiring
      activity must support the need for the unique characteristics upon which the
      justification is based.

     Compatibility. Only one company can provide a product which is compatible with
      existing equipment. The absolute need for compatibility must be established and
      the justification must include an explanation of how it was determined that no
      other product is compatible, and the ramifications of using other products.

     Interchangeability. Equipment must duplicate and be interchangeable with
      existing equipment. A “bona fide” need must exist (to actually exchange the
      equipment), not just to provide for remote contingency utilization. It should be
      noted that standardization must have sanction by DA.

     Unique qualification. Only one company has the unique qualification needed to
      perform the services. This is a rare condition and must be based on either
      one-of-a-kind facilities, technical skills, or knowledge essential to acceptable
      accomplishment of the tasks. In these cases, the conclusion must be supported
      by well documented facts.

      The following situations, in themselves, are unacceptable circumstances
for sole source acquisition:

     Administrative delay. Time alone is an insufficient justification for sole source.
      Non-competitive solicitation shall not be justified on the basis of (a) a lack of
      advance planning by the requiring activity or (b) concerns related to the amount
      of funds available (e.g., funds will expire) to the agency or activity, for the
      acquisition of supplies or services.

     Superior product.
     Lower price. The lowest price can be established only through competitive
      acquisition. Notwithstanding published prices, any contractor has the prerogative
      to sell its products at less than advertised prices.

     Follow-on supply contract. This does not of itself confer sole source status on a
      contractor. The justification must be based on the contractor's vested
      knowledge, expertise, equipment, etc., which would render any other contractor
      incapable of meeting the required schedule, which must be documented. A
                                             14                           January 2010
        simple statement that the product is needed by a certain date is inadequate.
        WHY must the government have it by that date? WHAT consequences will be
        encountered if that date is not met? If a contractor can be shown to be a valid
        sole source for reasons of time, no search for other sources need be conducted.

       The importance of preparing a complete, accurate, and thoroughly documented
sole source justification cannot be overemphasized.

IX. Additional Information

       (i) Mandatory Sources of Supply

         Before you begin searching for a local vendor for that supply or service you
need, we'd like to remind you of some mandatory sources that must be reviewed before
you make that local call. The Government has established some programs that, by law,
require us to purchase supplies and services from specific governmental organizations
if the supply or service is available from them. Prior to soliciting any private sector
business, we must solicit these mandatory sources first.

       Federal Prison Industries (FPI), also referred to as UNICOR. As the name infers,
        supplies are manufactured and services provided by inmates within our federal
        prisons.

       National Industries for the Blind (NIB). This organization employs individuals who
        are legally blind to produce supplies routinely stocked by government agencies.
        Most of the products have a National Stock Number (NSN).

       National Industries for the Severely Handicapped (NISH). This organization
        employs individual who are severely handicapped to provide various types of
        services to the government. Like NIB, NISH also manufactures some stock
        numbered products.
             FPI: www.unicor.gov            NIB: www.nib.org
             NISH: www.nish.org             FSS: www.gsa.gov
             JWOD: www.jwod.org             JWOD ordering:
                                            www.jwod.com

       (ii) Brand Name or Equal

           FAR sect. 11.104 allows the use of brand name or equal purchase descriptions
in describing agency needs in a solicitation, but requires: Brand name or equal
purchase descriptions must include, in addition to the brand name, a general
description of those salient physical, functional, or performance characteristics
of the brand name item that an 'equal' item must meet to be acceptable for award.
Acquisitions conducted under FAR Parts 12 and 13 are not exempt from this
requirement. Thus, this brand name or equal RFQ was defective because it did not list
salient characteristics, so that quoters offering equal products were left to guess at the
desired essential qualities of the brand-name item. Where an agency does not include a
list of salient characteristics in the solicitation, the agency is precluded from rejecting a
quote offering an equal product for noncompliance with some performance or design
feature, unless the offered item is significantly different from the brand-name product.

        (iii) Items Requiring Special Attention


                                              15                              January 2010
            There are times that law or statutes require special approvals or waivers
before DOC can contract for certain types of requirements. Additionally, there are
specific items that cannot be procured with appropriated funds. Appropriated funds are
provided by Congressional Act and have been designated for specific purposes only.
Screening your purchase requests against this list prior to submitting to DOC will
prevent unnecessary processing days. The following items are currently in the "List of
Items Requiring Special Attention:"

           Item                          Remarks                        Website
Computer Software               Mandatory source is Army      https://ascp.monmouth.ar
                                Small Computer Program        my.mil/scp/index.jsp
                                (ASCP) or wavier must be
                                obtained from ASCP
Computer Hardware greater       Mandatory source is Army      https://ascp.monmouth.ar
than $25,000                    Small Computer Program        my.mil/scp/index.jsp
                                (ASCP) or wavier must be
                                obtained from ASCP.
Printing Services               Mandatory source is           http://www.daps.dla.mil/
                                DAPS or wavier must be
                                obtain from DAPS.
Green Procurement Program                                     http://www.acq.osd.mil/dp
                                                              ap/policy/green_procurem
                                                              ent.htm
                                                              http://www.ofee.gov/gp/gp.
                                                              htm

      (iv) Socioeconomic Programs

          It is the policy of the Government to provide the maximum practicable
contracting and subcontracting opportunities to small businesses and various other
concerns, such as veteran-owned small business, service-disabled veteran-owned
small business, and small disadvantaged business, and women-owned small business
concerns (See FAR Part 19- Small Business Programs for details).

      (v) Options

           An option gives the Government the right to order additional supplies or
services, or extend contract performance. Options have definite expiration dates and
should have a definite price, specification, and delivery schedule. Options are useful
when it is feasible to include future requirements in a competition in order to avoid the
need for additional competitions. Options must be priced when the basic contract is
awarded. Options are also used as part of an incentive arrangement in Award-Term
service contracts. See FAR Subpart 17.2 and DFARS 217.2 for policies and restrictions
regarding the use of options.

      (vi)   Unauthorized Commitments

             All unauthorized commitments must be submitted to Business Operations
      POC, Stanley Carter on the appropriate form (Attachment 8). Part I of the form
      must be completed and signed for all unauthorized commitments less than $10K.
      Parts 1 and II of the form must be completed and signed for all unauthorized
      commitments greater than $10K. See FAR 1.602-3 for additional guidance.

                                             16                            January 2010
       (vii) Cable Procedures

              a. With the use of appropriated funds, it is the Contracting Office’s mission
       to ensure that funds are used to serve the community as a whole. The requestor
       shall submit a memorandum in accordance with Attachment 9. The
       memorandum must be completed and have budget approval and final approval
       by your Director. All services are to be paid via Government Purchase Card.
       Upon approval the request form shall be submitted to the Contracting Office for
       processing. This memorandum will be used as confirmation for the authorization
       of services in the event of an audit or complaint of abuse.

             b. The Government will not pay for the infrastructure of cable television. If
       Time Warner does not agree to provide the necessary infrastructure, other
       means of service will have to be procured, possibly satellite service. Such a
       request would be generated through normal procurement procedures.



      (viii)   Other useful websites

              Samples can be helpful when developing performance work statements,
quality assurance statements, performance requirements summary, etc. Following are
helpful websites that contain samples of these type documents. Also included, is the
ACA Customer Guide website. The ACA Customer Guide provides detailed information
regarding source selection planning, information for planning the Solicitation Sections L
and M, Contractor Performance and Monitoring, Inspection and Acceptance, and
common traps during acquisition planning


     DOCUMENT TITLE                                        WEBSITE
Seven Steps to Performance-       http://www.acqnet.gov/comp/seven_steps/links2.html
Base Acquisitions
ACA Customer Guide                http://www.aca.army.mil/docs/Community/aca_cust_guide_04.doc



      (ix) In Closing

            It's not uncommon that after reviewing this guidebook, you may still be
unclear as to whether or not your requirement falls within the category or definition, or it
can be bought using appropriated funds, etc. Should this occur, DOC Customer Service
and Legal Counsel will gladly assist you. Please do not hesitate to contact them if you
require further guidance or clarification. They can be reached at the following numbers:

               DOC Customer Service: 803-751-4140.
               Office of Staff Judge Advocate: 803-751-6196

           Please provide any guidance you receive along with your purchase request
including the date and name of the individual you spoke with, the advice they provided
to you, and any certifications or approvals required. This will help to avoid unnecessary
delays in the processing of your requirement.


                                              17                               January 2010
                           MICC DOC – FORT JACKSON

         POINT OF CONTACT                    TELEPHONE NUMBER
Office of the Director                            751-4140
Business Operations Chief                         751-5647
  Government Purchase Card                        751-7969
  GFEBS Systems Issues                            751-7109
Contracting Division Chief (Preaward)             751-2589
  Team Leader (>$100K)                            751-2589
  Large Purchase and Construction                 751-2589
  Team Leader (<$100K)                            751-4855
Contract Management Division Chief                751-2663
  Team Leader                                     751-7705
  Construction                                    751-3374

                          OTHER IMPORTANT NUMBERS

Garrison Services                                751-7699
Tenant Organizations                             751-7678
GFEBS Administrator (Garrison)                   751-3497
GFEBS Administrator (TRADOC)                     751-4380




                                  ATTACHMENT 1




                                        18                      January 2010
   DOC has developed a checklist to assist you when preparing your purchase requests. This checklist will
ensure that we receive information necessary to purchase what you need, or coordinate the service you require
 in a timely manner. Your assistance in providing this information will expedite the procurement process, and
  will alleviate unnecessary calls requesting further information. For purchase planning refer to the contract
   acquisition lead time (CALT) chart. If you would like targeted training for your unit or division on these
 topics: writing SOWs, IGEs, QASPs and preparing purchase requests, please contact the pre-award Division
                                             Chief at 803-751-2589.

                               Required on All Purchase Requests


   Purchase Request (PR) created in PRWeb or GFEBs.
   PR Priority. Enter a priority (01-13) for requisition package. 03 = Emergency, 06 = Urgent, 09
   = Time critical, 13 = Routine

   Requesting Office’s Point of Contact Information (Name, phone number, & e-mail address) This must
   be a Government employee and the person who entered the PR into PRWeb or GFEBs.
   End User and/or Technical - Point of Contact Information (Name, phone number, & e-mail address)
   Both a Primary and Alternate Point of Contact. This person is responsible for reviewing quotes for
   meeting the requirement and answer questions from Contractors.
   Required delivery date (latest possible acceptable date to meet operational commitments), and
   delivery instructions (delivery location or customer pick-up indicated) or Period of Performance
       NOTE: All efforts will be made to meet your required date(s). However, be advised that
      DOC has no control over contractor availability. DOC needs a minimum of 30 days to process
   requirements under 100K.
   Complete and valid Line of Accounting (LOA) certified by the Resource Manager

   Inspection Requirement (If applicable)

   Adequate purchase descriptions. Specification, how many, what color, what purpose. Include photo if
   applicable.
   MARKET RESEARCH - Suggested source of supply (including address, telephone number and point
   of contact). Customer may provide (3) informational quotes from Small Businesses.
   Independent Government Estimate (IGE) or an Independent Government Cost Estimate (IGCE).
   Government’s estimates of the resources and the costs of those resources a prudent Contractor will
   incur to provide the goods and/or services. SAMPLES and GUIDANCE AVAILABLE.

   Intentionally Left Blank.

   Payment Details: Name & contact information for individual doing Receiving Report in WAWF
   including an ALTERNATE. PRs without DODACCs will be returned!

   Specials Instructions for purchase.
   Any additional purchase description with consideration given to maintenance requirements, spare
   parts requirements, training requirements, environmental requirements, safety requirements, vehicle
   requirements, and/or other requirements.




                                            ATTACHMENT 2




                                                       19                                   January 2010
               Required on Purchase Requests for Supplies under 100k

Examples: recycling material, furniture, parts washer, light fixtures, musical instruments, fitness
                                 equipment, appliances, etc…
    Complete generic purchase description to include the minimum critical features the equipment /
    material must contain to meet your requirements and a copy of the drawing, if applicable. Copy of
    catalog page, drawing or photo if possible.
    Complete description of end item application/next higher assembly (NHA). Include manufacturer,
    model, serial number and description of NHA for all items which must fit existing equipment.
    Common name and part number (vendor part numbers may be cited, however, always include
    manufacturer’s data). Include a complete address of manufacturer and suggested source if different
    from manufacturer. Provide small business source of supply, if available, along with their part
    number(s), availability, and point of contact and telephone number.
    *For Brand Name or Equal, provide the manufacturer’s name.
    Adequate sole source justification, if applicable. Coordinate with the DOC for these requests.

    Statement of Work (SOW) that shall state specifications or other description that reasonably describes
    the general scope, nature, complexity, and purposes of the supplies / equipment / material to be
    procured.
    Brand Name Limited Source Justification. (Exp: Only will accept Dell Computers). Coordinate with
    DOC.
    Communicate any special market conditions governing this item such as quality,
    availability or other concerns.
    Option to Increase Quanity: Notify DOC if you may want to increase your quantities of your items
    should funds become available, before 30 September.




                                            ATTACHMENT 3

                                                       20                                    January 2010
                        Required on Purchase Requests for Services

                                     Repair of Equipment

Manufacturer of item to be repaired / maintained.

Quality Assurance Plan (QASP). SAMPLE AVAILABLE.

Indicate model number, part number and serial number for each piece of equipment to be repaired /
maintained.
Description of the specific problem ("Does not work" is not sufficient). Be specific as to what function
machine will not perform. Or type of maintenance required and at what time periods. (Monthly, Qtrly,
Yearly, etc…)
Indicate whether the work is to be completed at the activity location.

            If yes, provide location of equipment (address, bldg #, floor, room #, etc).

            If no, indicate if activity will deliver and pick-up equipment at contractor’s place of
             business or if you want the contractor to pick-up and deliver.

        NOTE: It is the activity's responsibility to ensure all security arrangements are made for the
        contractor's access to the Post.
Statement of Work (SOW) OR Performance Work Statement (PWS), which shall state specifications,
or other description that reasonably describes the general scope, nature, complexity, and purposes of
the services and/or equipment to be procured under the contract. It should provide answers to five
basic questions: what, when, where, how many, and to what standard.
Required completion date for the service/repair. At least 30 days from date of request. Customers
who require more than 30 days turnaround will need to supply rationale for emergency turnaround.
Indicate any specifications that the repair has to be in accordance with (e.g. MIL-SPEC, FED-SPEC,
technical manuals or drawings, etc.)
NOTE: Please ensure this repair is not covered on an existing warranty or maintenance agreement
prior to submitting to DOC for purchase action.
If required, a site visit agenda and a Point of Contact (POC). Requires POC name, phone number, and
e-mail address. *The POC will be responsible for ALL aspects of the site visit. (Exp: Transportation,
etc…)

Contracting Officer's Representative nomination. (Applicable for all Services)




                                           ATTACHMENT 4




                                                       21                                    January 2010
                      Required on Purchase Requests for Services

                                      Installation Services
Description of the specific service. ("Lawn care" is not sufficient). Be specific as to what function will
be perform because it will be a performance based service. (PBS). * The process for PBS
begins with a 3-step requirements analysis to: (1) determine required tasks and
state them in performance terms; (2) identify appropriate commercial or other
performance standards and (3) metrics by which to measure performance.
Required Period of Performance. Address whether services are Recurring or Non-Recurring. Unless
otherwise noted, DOC will issue a five year contract (options) which does not obligate the activity
beyond the base year.
Indicate whether the work is to be completed at the activity location.

            If yes, provide location of service performance (address, bldg #, floor, room #, etc.).

            If no, indicate the place of performance.

        NOTE: It is the activity's responsibility to ensure all security arrangements are made for the
        contractor's access to the Post.
A Statement of Objectives OR Performance Work Statement (PWS), which shall state specifications,
or other description that reasonably describes the general scope, nature, complexity, and purposes of
the services and/or equipment to be procured under the contract. It should provide answers to five
basic questions: what, when, where, how many, and to what standards. SAMPLE AVAILABLE.
Site visit agenda and a Point of Contact (POC). Requires POC name, phone number, and e-mail
address. *The POC will be responsible for ALL aspects of the site visit. (Exp: Transportation, etc…)
Contracting Officer's Representative nomination from COR’s Supervisor or CO. Applicable to all
Service Contracts.
Service Approval. If service is not approved prior to submitting PR, the PR’s comments must state
the status of the IMCOM service approval. *The Resources Manager is responsible for requesting
approval and follows up for status.
Inspector - Point of Contact Information (Name, phone number, & e-mail address). Both a Primary
and Alternate Point of Contact.
Performance requirement summary. Measurable performance standards (i.e., in terms of quality,
timeliness, quantity, etc.) and the method of assessing contractor performance against performance
standards. Include in the PBWS (SAMPLE AVAILABLE)

Quality Assurance Surveillance Plan (QASP). Applies to all service contracts (SAMPLE
AVAILABLE)




                                           ATTACHMENT 4

                                                         22                                  January 2010
                    Required on Purchase Requests for Construction


                                    For Existing Facilities

Approved Construction Permit

Approved Request for Environmental Consideration
Independent Government Cost Estimate (IGE). Use to assist DOC in determining the reasonableness of
a contractor’s cost.
Inspector - Point of Contact Information (Name, phone number, & e-mail address) Both a Primary and
Alternate Point of Contact.
Engineer - Point of Contact Information (Name, phone number, & e-mail address) Both a Primary and
Alternate Point of Contact.
Drawings and or Blue Prints, Maps

Asbestos Survey from DLE. (*Note- If survey identifies asbestos, the PWS must have Section 2050A
to address the removal of any asbestos encountered during the work)
Liquidated Damages – Mandatory for awards costing $100k or more. Optional for contracts less than
$100k. *Engineer input and assistance is mandatory.

Statement of Work (SOW) OR Scope of Work, which shall state specifications, or other description
that reasonably describes the general scope, nature, complexity, and purposes of the services and/or
equipment to be procured under the contract. It should provide answers to five basic questions: what,
when, where, how many, and how well.

A memorandum that justifies the use of the Warranty of Construction clause.
Government Furnish Property (Real or Personal)? If yes, identify the property in the schedule or
specification and provide the date of delivery)

Funding Document (Purchase Request or document identifying funding from RM)

Site visit agenda and a Point of Contact (POC). Requires POC name, phone number, and e-mail
address. *The POC will be responsible for ALL aspects of the site visit. (Exp: Transportation, etc…)
Proof of Review & Approval from :

___   DLE-EDB, Technical Engineer
___   DLE-CMB, Inspector
___   Post Safety Office
___   DLE-Environmental Division
___   DES-Physical Security
___   DES-Fire Dept
___   Other required departments as required.




                                          ATTACHMENT 5


                                                     23                                   January 2010
                 Required on Purchase Requests for MATOC and BPA

                                     For Existing Facilities
Transmittal Letter (Signed by Chief, DPW, with project name, estimated cost, period of performance,
type of funding, and DPW POC

Approved Construction Permit

Approved Request for Environmental Consideration
Independent Government Cost Estimate (IGE). Use to assist DOC in determining the reasonableness of
a contractor’s cost.
Inspector - Point of Contact Information (Name, phone number, & e-mail address) Both a Primary and
Alternate Point of Contact.
Engineer - Point of Contact Information (Name, phone number, & e-mail address) Both a Primary and
Alternate Point of Contact.
Drawings and or Blue Prints, Maps

Asbestos Survey from DLE. (*Note- If survey identifies asbestos, the PWS must have Section 2050A
to address the removal of any asbestos encountered during the work)
Liquidated Damages – Mandatory for awards costing $100k or more. Optional for contracts less than
$100k. *Engineer input and assistance is mandatory.

Statement of Work (SOW) OR Scope of Work, which shall state specifications, or other description
that reasonably describes the general scope, nature, complexity, and purposes of the services and/or
equipment to be procured under the contract. It should provide answers to five basic questions: what,
when, where, how many, and how well.

A memorandum that justifies the use of the Warranty of Construction clause.
Task Order Requirements (Identification of award type (Build/Design Build), required drawings and
submittals need for task order, identify contractors permits responsibilities and which building code is
applicable)
Government Furnish Property (Real or Personal)? If yes, identify the property in the schedule or
specification and provide the date of delivery)

Funding Document (Purchase Request or document identifying funding from RM)

Site visit agenda and a Point of Contact (POC). Requires POC name, phone number, and e-mail
address. *The POC will be responsible for ALL aspects of the site visit. (Exp: Transportation, etc…)
Proof of Review & Approval from :
___   DLE-EDB, Technical Engineer
___   DLE-CMB, Inspector
___   Post Safety Office
___   DLE-Environmental Division
___   DES-Physical Security
___   DES-Fire Dept
___   Other required departments as required.


                                           ATTACHMENT 6

                                                      24                                    January 2010
                          JUSTIFICATION AND APPROVAL
                  FOR OTHER THAN FULL AND OPEN COMPETITION
         (Actions NTE $550K for other than Simplified Acquisition Procedures)


1. Agency/Contracting Activity:

2. Description of Action:

Nature:        New Requirement       Follow-on Requirement
               Mod to Existing Purchase Order/Contract Number I

Pricing:       Firm-Fixed Price         Time & Materials           Cost

Funds:         OMA                      Other Funds:

Name of Proposed Contractor(s):
Street Address:
City, State, Zip:
Phone:

3. Description of Services or Supplies:

The total estimated value of the proposed action is $ Insert dollar value, including options, if
any

In layman’s terms, briefly describe the services or supplies to be provided, including make &
model number where appropriate. Include quantities of supplies or period of performance for
services. Provide information for any options included. If the action is a modification to an
existing purchase order, distinguish clearly between the work covered by the basic order and
the work to be obtained by the proposed modification.

4. Authority: Identify the statutory authority, FAR title and FAR citation permitting other than
full and open competition. It may be one of the following most commonly used citations by the
centers and directorates of the Mission and Installation Contracting Command, but other
exceptions may apply per FAR 6.3.

Actions other than simplified acquisition procedures (select one):

   FAR 6.302-1: Only one responsible source and no other supplies or services will satisfy
agency requirements, 10 USC 2304(c)(1)

    FAR 6.302-2: Unusual and compelling urgency, 10 USC 2304(c)(2)

    FAR 6.302-5: Authorized or Required by Statute, 10 USC 2304(c)(5)

    Other: __<insert appropriate authority here


5. Reasons for Authority Cited:

a. Explain why the intended contractor is the only reasonable source who can provide the
required supplies or services. Discuss the unique capabilities, expertise, etc. that support the
lack of competition. Explain factors/unique qualifications such as proprietary data or exclusive
licensing rights, if applicable. If brand name, explain why an adequate purchase description or
other information suitable to solicit by full and open competition has not been developed or are
not available.
                                                  25                               January 2010
b. For a follow-on contract action of highly specialized services, or the continued development
or production of a major system or highly specialized equipment, discuss how the sole source
action will avoid duplication of costs that is not expected to be recovered through competition, or
discuss the unacceptable delays to the government (lack of advance planning is not a valid
rationale). Provide an estimate of the costs that will be duplicated and explain how such
estimate was derived.




c For contract extensions or bridge contracts when a competitive follow-on is on the works,
summarize history of current contract and explain the reasons for any delays in the acquisition.
Include discussion of the milestones for the follow-on action; they should be as tight as possible.
Discuss why it would be neither cost effective nor realistic to expect another contractor to
perform during the brief interim period; include issues such as start-up costs, phase-in, transfer
of GFP, recruitment and staffing, etc. If the action is because of a protest, provide a brief
discussion of the protest including important dates and the basis of the protest. Establish that
the action will provide the minimum quantity or performance period.




d. If unusual and compelling urgency is the basis for the justification, explain the chronological
events leading up to the requirement and explain why time constraints cannot permit even a
limited competition. Establish that the action will cover only the minimum quantity or period of
performance necessary; in most cases options are unacceptable when citing urgency. Describe
impact of required delivery/performance date. Describe the detrimental effects/serious injury to
the mission of the requiring activity or to the government, financial or otherwise, that will result if
this justification is not approved and the product or service cannot be provided by the intended
sole source contractor. Failure to plan for expiring funds is not a valid reason for citing this
exception.




6. Actions to Increase Competition: Describe efforts made to compete the action, including
whether a notice was or will be publicized as required by FAR Subpart 5.2 or which exception
under FAR 5.202 applies. If notice was publicized, discuss the number of written responses to
the synopsis and the results of the assessment of the written responses. Provide rationale if
interested sources were rejected. If applicable, state that no other sources have expressed
interest, but all offers received shall be considered. Describe what actions will be taken to
increase competition before subsequent acquisition of the supplies or services is required. You
may state that action is a one-time requirement, but if a similar requirement arises, every effort

                                                   26                                 January 2010
will be made to compete it to the maximum extent possible. If action is sole source because of
proprietary data or licensing rights and there will be a continuing need for the requirement, there
must be evidence that advanced planning has been initiated to overcome the barriers to
competition, or there should be documentation to support an analysis that replacement
costs/licensing purchase costs outweigh the benefits of competition. If the action is a contract
extension or bridge, explain actions to compete the follow-on. If action is an urgent new
requirement and a competitive follow-on is anticipated, explain that efforts are underway to
facilitate a full and open competition.




7. Market Research: Describe the extent of the market research conducted to identify all
qualified sources and the results thereof. "Market Research" is defined as those attempts you
made to ascertain whether other qualified sources exist, and can include contact with
knowledgeable experts regarding similar or duplicate requirements, contact with industry,
results of a sources sought synopsis, or draft solicitations. Research of the marketplace may
consist of written, telephonic, or world wide web inquiries. Lack of advanced planning is not an
acceptable reason for the lack of market research, but true urgency may necessitate
abbreviated market research that is limited to readily available historical and commercial
information. If action is a contract extension or bridge contract, allude to the market research
efforts underway or completed for the follow-on.




8. Procurement History:

Previous Purchase Order(s) or Contract(s):       Yes       No

If "Yes", for each purchase order or contract provide:
        Purchase order or contract number:
        Was action competed?              Yes        No
        If action was not competed, state the cited authority, summarize rationale, and describe
the actions that were supposed to be taken to increase competition and the results thereof:




9. Additional Information to support the justification. If applicable, explain why technical
packages or specifications to facilitate competition were not developed or available; describe
actions taken to remedy the situation.




                                                  27                               January 2010
10. Technical / Requirements Certification: I certify that the supporting data under my
cognizance which is included in this abbreviated J&A is accurate and complete to the best of my
knowledge and belief.

Submitted By:                                       type name
Position Title (Division Chief or higher):
Email address:
Signature:                                        ______________________
Date:

11. Fair and Reasonable Price Determination: As contracting officer, I hereby determine that
the anticipated cost to the Government for this contract action will be fair and reasonable.
Provide the basis for this determination, e.g., describe techniques to be used to determine fair
and reasonable price (FAR 15.402), such as price analysis, cost analysis, cost realism. Per
FAR 15.403-4(a)(1), the threshold for obtaining cost or pricing data is $650,000.




12. Reviews: I have reviewed this justification and find it legally sufficient.

Legal Counsel
Typed Name: _________________ Date: ______________________
Signature: ____________________

13. Contracting Officer’s Approval: I hereby certify that this justification is accurate and
complete to the best of my knowledge and belief. Based on the foregoing, I approve this sole
source justification subject to availability of funds, and provided that the services and supplies
herein described have otherwise been authorized for acquisition.


SIGNATURE:                                               DATE:
NAME:
TITLE:




                                         ATTACHMENT 7



                                                   28                               January 2010
             REQUEST FOR APPROVAL OF UNAUTHORIZED COMMITMENT
                                           FEDERAL ACQUISITION REGULATION (FAR) 1.602-3

AMOUNT ($)                                    TO (Contractor Name and Address)


FOR (Item or Service)                                                                                       DATE OF COMMITMENT


COMMITTING ACTIVITY/UNIT


                         PART I – DESCRIPTION OF COMMITMENT AND UNIT COMMANDER’S REVIEW
                                    AUTHORITY: FEDERAL ACQUISITION AUTHORITY (FAR) 1.602-3
                              ARMY FEDERAL ACQUISITION REGULATION SUPPLEMENT (AFARS) 5101.602-3.
The individual making the unauthorized commitment shall complete items 1-5 of Part I, Section A, provide the required documentation, sign, date,
and forward to his/her immediate supervisor for completion of Items 6 & 7. The immediate supervisor shall then forward the file to the appropriate
individual (Unit Commander, Director or Activity Chief) for completion of Part I, Section B. The complete file shall be forwarded through
command channels to the Director of the Supporting Installation Directorate of Contracting. All information shall be completed in detail.

                                               SECTION A – COMMITMENT CIRCUMSTANCES
(Completed by individual making the unauthorized commitment and supervisor of that individual. Following immediate supervisor’s completion
 of Part I, Section A, Items 6 & 7, forward through command channels to Unit Commander, Director or Activity Chief (first O6 or equivalent).
1. STATEMENT BY INDIVIDUAL DESCRIBING CIRCUMSTANCES




2. EXPLAIN WHY NORMAL PROCUREMENT PROCEDURES WERE NOT FOLLOWED




                                                                         29                                         January 2010
                           PART I – SECTION A – COMMITMENT CIRCUMSTANCES (Continued)
3. DESCRIBE BONA FIDE GOVERNMENT REQUIREMENT NECESSITATING THE COMMITMENT




4. DESCRIBE GOVERNMENT RECEIVED BENEFITS (Give value of benefit and other pertinent facts)




5. LIST AND ATTACH ALL RELEVANT DOCUMENTS (Include orders, invoices and other evidence of the transaction)




TYPED NAME, GRADE OR RANK AND TITLE OF                       SIGNATURE                             DATE (MM/DD/YY)
INDIVIDUAL MAKING UNAUTHORIZED COMMITMENT



6. DESCRIBE ATTEMPTS TO RESOLVE UNAUTHORIZED COMMITMENT PRIOR TO REQUESTING RATIFICATION (Such as,
returning merchandise, individual paying from personal funds, etc.)




                                                             30                                  January 2010
7. COMMENTS OF IMMEDIATE SUPERVISOR OF INDIVIDUAL MAKING UNAUTHORIZED COMMITMENT




TYPED NAME, GRADE OR RANK, TITLE AND ORGANIZATION SIGNATURE                                                          DATE (MM/DD/YY)
OF SUPERVISOR




                                     PART 1 – SECTION B – CONTRACTUAL RATIFICATION
(Completed by Unit Commander, Director, or Activity Chief (first O6 or equivalent in chain of command). Complete items 1 through 4 and
forward through chain of command to Director of the Supporting Installation Directorate of Contracting.)

1. DESCRIBE SPECIAL REMEDIAL CORRECTIVE ACTION AND/OR DISCIPLINARY ACTION TAKEN (Include a description of
any administrative action to be taken under applicable personnel authority or furnish an explanation of why no disciplinary action was considered
necessary.)




2. DESCRIBE ACTION TAKEN TO PREVENT RECURRENCE OF UNAUTHORIZED ACT




3. I HAVE REVIEWED PART I, SECTION A, AND VERIFY THAT THE INFORMATION IS ACCURATE AND COMPLETE, THAT
THE GOVERNMENT RECEIVED A BENEFIT AND ASSOCIATED VALUE FROM THE UNAUTHORIZED COMMITMENT AND I:

            CONCUR WITH RATIFICATION                                  DO NOT CONCUR with the ratification of the Unauthorized Commitment
            of the Unauthorized Commitment                            (Explain Non-concurrence)




4. COMPLETED PURCHASE DESCRIPTION AND FUNDING DA FORM 3953 IS EXECUTED AND ATTACHED (REQUIRED IF
RATIFICATION IS RECOMMENDED)). DA FORM 3953 MUST SPECIFICALLY STATE THAT FUNDS WERE AVAILABLE AT
THE TIME THE UNAUTHORIZED COMMITMENT WAS MADE AND ARE STILL AVAILABLE.
        YES     NO




TYPED NAME, GRADE OR RANK, TITLE AND ORGANIZATION SIGNATURE                                                           DATE(MM/DD/YY)
OF UNIT COMMANDER




                                                                         31                                         January 2010
                PART II – CONCURRING OFFICIAL’S APPROVAL (Applicable only to actions greater than $10K)
             (Completed by individual indicated by “X” as identified by Director of Contracting. When completed, forward to
                                 supporting Directorate of Contracting of unit committing Government.)

    GARRISON COMMANDER (Unauthorized action committed by individual in direct chain of command of Garrison Commander)

    INSTALLATION COMMANDER (Unauthorized action committed by individual in direct chain of command of Installation Commander)

   FIRST GENERAL OFFICER OR SES (Unauthorized action committed by individual in tenant activity outside direct chain of command
   or Supporting Installation) (Does not include reserve component)

    COMMANDER OF DIRECT REPORTING UNITS (DRU)


1. APPROVAL OF CORRECTIVE ACTION AND/OR DISCIPLINARY ACTION TAKEN
         YES    NO (Explain nonconcurrence)




2. APPROVAL OF RECOMMENDED CORRECTIVE ACTION TO PRECLUDE RECURRENCE
    YES  NO (Explain nonconcurrence)




TYPED NAME, GRADE OR RANK, TITLE AND ORGANIZATION SIGNATURE                                                     DATE(MM/DD/YY)




                                                                    32                                        January 2010
                                                 PART III - CONTRACTING OFFICER ASSIGNMENT

PROPOSED RATIFICATION ASSIGNED FOR PROCESSING TO (Name of Contracting Officer)



TYPED NAME OF DIRECTOR OF CONTRACTING                                                  SIGNATURE                                       DATE(MM/DD/YY)




                                                    PART IV – CONTRACTING OFFICER’S REVIEW
                                                        FAR 1.602.3 AND AFARS 5101.602-3.90
THE CONTRACTING OFFICER ASSIGNED IN PART III SHALL REVIEW THE FILE AND PROCEED AS FOLLOWS:

1. Determine the adequacy of all facts, records, and documents furnished, and obtain any additional material required.

2. Prepare a summary of facts to include a recommendation as to whether or not the transaction should be ratified and reasons for the recommendation. A
recommendation not to ratify must include a recommendation as to whether or not the matter should be processed under FAR Part 50 and DFARS Part 250
(Pub. L. 85-804) as a GAO claim or in some other appropriate way.

3. Obtain an opinion from legal counsel as to whether the acquisition is ratifiable under FAR and AFARS, whether the matter should be processed under FAR and
DOD FAR Supplement Part 50 (Public Law 85-804), processed as a GAO claim, or otherwise handled. (Refer to Part V, Section A – Legal Review before
proceeding with items 3 -10).

4. Determine whether supplies or services have been provided to and accepted by the Government, or the Government otherwise has obtained or will obtain a benefit
resulting from performance of the unauthorized commitment.

5. The ratifying official has the authority to enter into a contractual commitment.

6. Determine whether the resulting contract would otherwise have been proper if made by an appropriate contracting officer.

7. State whether the price is considered fair and reasonable and indicate how that determination was made.

8. Indicate whether or not the contracting officer recommends payment and legal counsel concurs in the recommendation, unless agency procedures expressly do not
require such concurrence.

9. Determine that sufficient funds are available, and were available at the time the unauthorized commitment was made.

10. State whether the ratification is in accordance with any other limitations prescribed under agency procedures.

CONTRACTING OFFICER’S REVIEW:




If more space is required, KO’s statement may be attached; signature and date required below and on attachment).
TYPED NAME OF CONTRACTING OFFICER                                                     SIGNATURE                                        DATE (MM/DD/YY)




                                                                                      33                                        January 2010
                                                                   PART V

                                                      SECTION A – LEGAL REVIEW
                                                        (Completed by Legal Counsel)

DETERMINE WHETHER THE ACQUISITION IS RATIFIABLE UNDER FAR 1.602-3 AND AFARS 5101.602-3. OR WHETHER THE
MATTER SHOULD BE PROCESSED UNDER FAR AND DOD FAR SUPPLEMENT PART 50 (Public Law 85-804), AS A GAO CLAIM, OR
RECOMMEND OTHER APPROPRIATE DISPOSITION. (Return to Director of Contracting for review)




(If more space is required, legal opinion may be attached; signature and date required below and on attachment)

TYPED NAME OF LEGAL ADVISOR                                           SIGNATURE                                      DATE (MM/DD/YY)




                                                                SECTION B
                                                            AFARS 5101.602-3
                                                    (Completed by Director of Contracting)

1. ACTIONS OF $10,000 OR LESS

BASED ON THE FOREGOING DETERMINATION, REQUEST FOR UNAUTHORIZED COMMITMENT IS:

     Approved (Issue Purchase Order)

     Disapproved (Explain disapproval)




2. ACTIONS OVER $10,000 BUT NOT OVER $100,000. (Written request shall be submitted to the appropriate PARC for approval with all
appropriate documentation.)

     Approval is recommended




3. ACTIONS OVER $100,000 (Written request shall be submitted through the appropriate PARC to the HCA for approval with all appropriate
documentation.) Refer to ACA Acquisition Instruction.

     Approval is recommended




TYPED NAME OF DIRECTOR OF CONTRACTING                                 SIGNATURE                                      DATE (MM/DD/YY)




                                                                         34                                       January 2010
                                      Request for Commercial Television Services


MEMORANDUM THRU

Commander or Director, Unit assigned, Address
Resource Manager, Fort Jackson, SC 29207

MEMORANDUM FOR MICC DOC – Fort Jackson, ATTN: Cynthia Hall, Fort Jackson, SC 29207

SUBJECT: Request for Commercial Television Service


1. Request for cable television to be installed at _____________________________________________ ________
with _________ outlets. This service is for moral support or mission essential and necessary for
__________________________________________________________________________________
_____________________________________________________________________________.

2. The billing/contact information:
Name: __________________________ Full Physical Address (to include room number: _____________
_____________________________________________________. Phone Number: _________________
This requirement will be paid via Government Purchase Card

3. I certify that this service will be used to serve the community as a whole per AR 25-1 Section 6-4.s(7). Examples of
these activities are hospital patient lounges and barracks dayrooms or this service is necessary for mission support and
free services available via radio, the internet or the Emergency Operations Center bulletins (EOC) are not adequate for
mission support.




                                                 Signature Block
                                                 Commander/Director
                                                 Fort Jackson




                                                ATTACHMENT 9


                                                            35                               January 2010
EVENTS & DURATION for                                           Purchase      Contract
                                                                Order, N/A    w/Options     Date
NAME OF ACQUISITION:
                                                                 Services      Services
                           Template dated 7 Feb 07              Performance   Performance
                                                                   Based         Based
                                                                 $100K -       $100K -
                                                                  $5.5M         $10M
 PHASE                                EVENT                     DURATION      DURATION
                        Review of PR Package, PR Complete           5              5
                        Perform Market Research                     7             12          .
                        Prepare DD 2579 & obtain approval           3              3          .
                        Develop Acq Strategy                        5              7         ..
                        Develop Acq Plan                                                      .
                        Review & Approval of Acq Plan and/or                                  .
                                                                    3             3
                        ASSP @ DOC level
                        Review & Approval of Acq Plan and/or                                 .
                                                                    20            20
                        ASSP @ PARC level
     PRE-SOLICITATION




                        Review & Approval of ASSP only @                                     .
                        ACAHQ level
                        Review & Approval of ASSP only @                                     .
                        DASA(P&P) level
                        Prepare & submit synopsis                    1             1         .
                        Prepare Solicitation                        20            20         .
                            Prepare Source Selection Plan                                    .
                            Prepare Award Fee Plan                                           .
                            Prepare Contract Admin Plan                                      .
                            Prepare Govt Property Plan                                       .
                        DOC, SJA, KO Solicitation Review            5             10         .
                        Incorporate SRB Comments (KO, SJA)          2              1         .
                        SJA Formal Reivew                                                    .
                        Review Board Approval of RFP                                         .
                        Incorporate ACASR Review
                        Comments                                                             .

                        Issue Solicitation / On Street              10            30         .
SOLICITATION                Pre-Proposal Conference                                          .
                            Receive Offers                                                   .

                        Train SSEB / Proposal Evaluation            5             12         .
                        Prepare POM                                               10         .
  EVALUATION &
  NEGOTIATION




                        Review & Approval of POM by KO                             5         .
                        Incorporate review comments                                1         .
                        Review & Approval of POM by ACASR           15            15         .
                        Incorporate review comments                  1             1         .
                        Negotiations                                10            10         .
                        Receive Final Proposal Revisions
                        (FPR)                                       1             1          .


                                                           36                                January 2010
        FPR Evaluation                          5     5    .
        Prepare PNM                             5     5    .
        Review & Approval of PNM by KO,
        DOC                                     5     5    .
        Incorporate review comments             1     1    .
        Review & Approval of PNM by ACASR      15    15    .
        Incorporate review comments             1     1    .

        Prepare Award Document and              5     5    .
            Award Letter                                   .
AWARD




            Unsuccessful Letters                           .
        Obtain OFCCP Clearance *                3     3
        Congressional Notification-Over $5M
        Issue Award                             1     1    .
        Award Synopsis
                                               154   208




        * Over $5M




                               ATTACHMENT 10




                                          37               January 2010

				
DOCUMENT INFO
Description: Competition in Federal Contracting document sample